General Data Protection Regulation

Privacy Policy

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your Personal Information. It also explains your rights in relation to your Personal Information and how to contact us or supervisory authorities in the event you have a complaint.

We collect, use and are responsible for certain Personal Information about you. When we do so we are subject to data protection laws applicable in the United Kingdom and we are responsible as ‘controller’ of that Personal Information for the purposes of those laws.

Key Terms

It would be helpful to start by explaining some key terms used in this policy:

We, us, our – Almitas Training and Consultancy Ltd, company registered in Scotland, (number SC516676)  with registered address of 5 Cairneyhill Road, Crossford, Fife KY12 8NZ

 

Our data protection controller is Kay Mason

Email ; kay@almitas.org

 

Personal Information

Any information relating to an identified or identifiable individual

Personal information we collect about you

We may collect the following Personal Information about you:

Your name and address details, email address and telephone number and any details you submit in forms

Information about how you use our website.

This Personal Information is required to inform SQA, Funding Authority, Finance, HMRC, Corporation Tax.

The provision of the information named above is required from you to enable us to provide our services. We will inform you at the point of collecting information from you whether you are required to provide the information to us.

 

How and why we use your Personal Information

Under data protection law, we can only use your Personal Information if we have a proper reason for doing so. In order to use your personal information, we rely on the following legal bases:

• you have given consent to the processing of your personal data for one of more specific purposes;
• processing is necessary for the performance of the services we provide to you;
• processing is necessary to protect the vital interests of the data subject or of another natural person; and
• processing is necessary for the purposes of the provision of health treatment.

 

We collect and process your personal information:

• to register you with SQA
• to track website usage and improve our website;
• For External Verifier compliance visits
• For Financial auditing purposes
• Relevant Funding Bodies

 

Who we share your Personal Information with

We routinely share Personal Information with:

• third parties we use to help deliver our products and/or services to you, SQA, SDS  (Skills Development Scotland) Modern Apprenticeship
• other third parties we use to help us run our business, Line managers/Learning and Development Officer
• third parties approved by you;
• our nominated accountant.

We only allow our service providers to handle your Personal Information if we are satisfied they take appropriate measures to protect your Personal Information. We also impose contractual obligations on service providers relating to ensure they can only use your Personal Information to provide services to us and to you. We may also share Personal Information with external auditors, in relation to SQA and the audit of our accounts.

We may also need to share some Personal Information with other colleagues internally who are Internal Verifiers and Assessors.  The recipient of the information will be bound by our confidentiality obligations.

The main public body we share information with is SQA

SQA has two main roles, accreditation and awarding qualifications.

1. accredits qualifications
2. approves, and quality assures awarding bodies that intend to enter people for these qualifications

As an awarding body, SQA:

1. creates and develops qualifications
2. validates qualifications (makes sure they are well written and meet the needs of learners and tutors)
3. reviews qualifications to ensure they are up to date
4. arranges for, assists in, and carries out, the assessment of people taking SQA qualifications
5. quality-assures schools, colleges and training centres that offer SQA qualifications
6. issues certificates to candidates

They also offer a range of services to businesses and training providers, and advise Scottish Government on matters related to their functions and tasks.

Their privacy statement explains how SQA collects and uses information about you in order to provide services.

The nature of their relationship with you will determine what personal information they collect about you and how they use it.

For more information please click on the following link

https://www.sqa.org.uk/sqa/45397.html

 

How long your personal information will be kept

We will keep your Personal Information for as long as is necessary:

• to respond to any questions, complaints or claims made by you or on your behalf;
• to show that we treated you fairly;
• to keep records required by law; and

We will not retain your Personal Information for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of Personal Information. If you would like further details regarding the applicable retention period(s) which apply to your data, please contact us (see our contact information below).

When it is no longer necessary to retain your Personal Information, we will delete or anonymise it.

 

Transferring your personal information out of the EEA

Almitas Training and Consultancy ltd will not provide or share any information with any parties out with the EEA without your consent and adequate security measures to ensure your personal information is secure.

Your rights

You have the following rights, which you can exercise free of charge:

Access – The right to be provided with a copy of your Personal Information (the right of access)

Rectification – The right to require us to correct any mistakes in your Personal Information

To be forgotten –  The right to require us to delete your Personal Information—in certain situations

Restriction of processing – The right to require us to restrict processing of your Personal Information—in certain circumstances, e.g. if you contest the accuracy of the data

Data portability – The right to receive the Personal Information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations

To object – The right to object:

– at any time to your Personal Information being processed for direct marketing (including profiling);

-in certain other situations to our continued processing of your Personal Information, e.g. processing carried out for the purpose of our legitimate interests.

Not to be subject to automated individual decision-making. The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

 

If you would like to exercise any of those rights, please:

email, call or write to us OR our Data Protection Controller—see below: Kay Mason. Address 5 Carineyhill Road, Crossford, Fife KY128NZ.  Email – kay@almitas.org; Mobile: 07526 775160

• you must  provide us with  enough information to identify you (e.g. your full name, address and customer or matter reference number);
• let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
• let us know what right you want to exercise and the information to which your request relates.

Keeping your personal information secure

We have appropriate security measures to prevent Personal Information from being accidentally lost, or used or accessed unlawfully. We limit access to your Personal Information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Publicity

Candidates who successfully achieve their award may be requested to take part in promotional activity, such as photographs on our Facebook page, however this is solely the candidates decision on whether they decide to participate.

 

 

 

Our Website Links

The site contains links to other web sites and we are not responsible for the privacy practices or the content of such web sites or for the privacy policies and practices of other third parties. Please review their policies if you want to find out more.

 

How to complain

We hope that we or our Data Protection Officers can resolve any query or concern you may raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.

 

How to contact us

Please contact us and/or our Data Protection Officer by email or telephone if you have any questions about this privacy policy or the information we hold about you.

Changes to this privacy policy

This privacy notice was published on 22 May 2018 and last updated on 05/01/2020

We may change the wording of this privacy policy from time to time as our business requirements or the law changes. Any changes to this privacy notice will be updated on our website  https://www. Almitas.org